Administrative Policies Trimarian College of Heralds
Trimarian College of Heralds
Administrative Policies
What follows are a compilation of the Administrative Policies as stipulated by Maighstir Sebastian Halyburton, OP, by warrant of the Laurel Sovereign-at-Arms and the will of Their Majesties Trimaris, Triskele Principal Herald.
These policies are effective beginning on September 1, AS XXXVII, being 2002 Gregorian.
(Last Update November 01, AS XXXVII, being 2002 Gregorian.)
Sebastian Halyburton
Triskele Principal Herald
13
Administrative Policies Trimarian College of Heralds
I. The Trimarian College of Heralds.
The Trimarian College of Heralds consists of the Triskele Principal Herald, the various deputies warranted by the Triskele, and all local pursuivants.
A. The Triskele Principal Herald - The Triskele Herald is the Principal Herald of the Kingdom, and therefore is the head of the Trimarian College of Heralds. The responsibilities of the Triskele Herald are defined in the Corpora for the SCA Inc. (Section VI.C.2.b), the CoA Administrative Handbook (Section X), and the Kingdom Law of Trimaris (Section VII.B). The Triskele Herald may establish as many deputies as s/he feels necessary to accomplish the tasks of the Trimarian College of Heralds. Further, the Triskele may delegate any duties or responsibilities to these deputes as s/he sees fit. This delegation does not relieve the Triskele of the responsibility to see that the tasks get done.
B. Deputies of the College of Heralds. All deputies are required to submit quarterly reports containing the information defined in Section II.B, ‘Deputies Quarterly Reporting’. The reports are due to Triskele by the 15th of July, October, January, and April and shall cover the activities of their office over the preceding quarter. Reports may be made by regular post or by electronic mail. (See Section II.D, Policy on E-mail and Official Communications.) Other reports may be required on an as needed basis. The following is a list of all deputy positions and their additional responsibilities.
C. Elevation ceremony for Triskele Principal Herald and deputies see enclosure (1).
1. Jack Herald- The successor deputy for the Triskele Principal Herald. When the Triskele Herald completes his/her term in office and steps down, and with the Crown’s and Laurel Sovereign’s approval, this herald will step up into the position. Generally, the holder of this office will perform various tasks as assigned by the Triskele in preparation for taking the top office. Traditionally, this office has handled the local heralds and their reports.
2. Seacat Herald - Secretary to the Triskele Herald.
3. Lymphad Herald – The deputy responsible for processing name, device, and badge submissions within the Trimarian College of Heralds. The Lymphad is part of the SCA’s College of Arms and is expected to provide commentary on all External Letters-of-Intent. (Also see Section III, Name and Device Submission Policies.)
4. Sextant Herald - The deputy responsible for maintaining the Order of Precedence for the Kingdom of Trimaris. The Sextant shall be the primary recipient of all Court Reports (see the other recipients Section II.C.4, Court Reports) and shall on quarterly basis forward copies of all court reports to the Kingdom Chronicler and the Kingdom Historian.
5. Chart Signet Pursuivant - The deputy responsible for providing all award scrolls for the Courts of their Majesties, Trimaris.
6. Barque Signet Pursuivant - This deputy provides permanent scrolls to those members of the populace who received a promissory scroll, or otherwise failed to receive a scroll, in court.
7. Caravel Herald (Court herald) - The deputy responsible for include ensuring that the Crown has a Herald for each court, attending court preparation meetings, checking proposed award recipients for membership and prior awards, and if they are attending the current event.
8. Sea Panther Herald - The deputy responsible for ensuring proper protocol is adhered to, and that the traditions of Trimaris are properly documented.
9. Coracle Herald - The education deputy responsible for overseeing the education of heralds throughout the Kingdom. The Coracle organizes classes and arranges opportunities for the heralds to take the Pursuivant Placement and Pursuivant Tests. The Coracle maintains the list of who are Pursuivants and Pursuivants-at-Arms/Herald at Arms. The Coracle also coordinates the Heraldic Road Show.
10. Trireme Herald (Lyst Herald)- The lyst deputy is responsible for overseeing the Lyst Heraldry of the Kingdom, especially at Kingdom Events and Crown Lyst.
11. Sundial Herald - The deputy is responsible for overseeing the Kingdom Heraldry website.
12. Ensign Herald – The deputy responsible for providing both internal and external name commentary and consultation. The Ensign Herald is a commenting member of the College of Arms of the SCA and the College of Heralds of Trimaris. The Ensign Herald is not responsible for documenting a submitter's desired name, but should assist the submitter in any way possible.
13. Archive Herald – This commenting deputy provides commentary to the SCA College of Arms on Society-wide device/badge submission as well as internal. This position is comparable in its duties to that of the Ensign Herald.
14. Dhow Herald (Award Tokens)- This deputy is responsible for arranging for the award tokens for the Kingdom, and for distributing these tokens to those gentles who may have received an award without the accompanying token. In addition, the Token Herald assists the Crown and Kingdom Herald(s) in designing and submitting for approval all new Kingdom tokens.
15. Hulk Herald - This title is used by the immediate past Lymphad Herald who shall serve as a drop- dead deputy until such time as another is selected by the current Lymphad.
16. Mast Herald – The deputy responsible for liaison between the Chart-Signet and the Crown for award scrolls.
17. Keel Herald – The moderator of CoHTrimaris egroup.
C. The Local Pursuivant. This herald serves as the CoH’s representative to the local group, be it a Barony, Shire, Canton, or other established group within the borders of Trimaris.
1. Qualifications for Office. Each Local Pursuivant must meet the following requirements in order to become permanently warranted in their local office.
a) All general requirements to hold an office as stipulated in the Corpora for the SCA, Inc. and the Trimarian Kingdom Law.
b) Baronial pursuivants must take and pass the Pursuivant-at-Arms Test. (Contact the Coracle to arrange to take the test.)
c) All other local pursuivants must take, and pass, the Pursuivants Test. (Contact the Coracle to arrange to take the test.)
d) Must be acceptable to the Local Seneschal. (Submit a Letter of Introduction to Triskele with the Local Seneschal’s concurrence.)
2. Responsibilities of the Local, Non-Baronial (i.e. Shire, Canton, etc.) Herald
a) Find and train a deputy as a replacement.
b) Submit monthly reports, as per Section II.A below, to the Triskele Herald. Reports for one month are due to the Triskele by the 15th of the following month. Reports may be submitted via regular post or by electronic mail. (See Section II.D, Policy on E-mail and Official Communications.)
c) Provide armorial consulting services to the local members to assist in their selection of appropriate names and the design of appropriate devices and badges.
d) Process name, device, and badge submissions at the local level, submitting all appropriate paperwork, including forms, copies, and fees, to Lymphad. (See Section III, Name and Device Submissions.)
e) Provide support for all heraldic activities at both local and non-local events. These activities include, but are not limited to, providing field heraldry, court heraldry, site heraldry support, commentary, etc. (Training in all of these and other areas is available. See the Coracle Pursuivant.)
f) Update and maintain the local files.
g) There is no limit to the number of deputies a Local Herald may have.
3. Responsibilities of the Local, Baronial Herald
a) All Responsibilities as delineated under Section I.C.2.1, paragraphs a) through g), above.
b) Baronial heralds shall provide all heraldic services as delineated in Section I.D, Regional Herald, below, when groups whose borders are coincident with the baronies and there is no local heralds available.
c) All baronial heralds are encouraged to establish a local College of Heralds.
E. Regional Herald. This herald serves as the CoH’s representative to a geographical area and is responsible for providing all heraldic services provided by the local herald to those groups in the region when there is no local pursuivant. Regional Heralds will be warranted on an as needed basis.
1. Qualifications for Office. Each regional pursuivant must meet the same requirements as the baronial pursuivant in order to become permanently warranted in their office.
2. Responsibilities
a) Provide all heraldic services provided by the local pursuivant to the local groups when there is no local pursuivant.
b) To assist the local seneschal in finding a herald to fill the local position.
F. Herald-at-Large. Heralds-at-Large are currently unwarranted and therefore, are not considered members of the College of Heralds. Despite this, the Triskele Herald shall maintain a list of Heralds-at-Large. All gentles that have passed either of the pursuivant’s tests are automatically considered a Herald-at-Large and may be called upon to provide assistance with any aspect of heraldry within the Kingdom. Any Herald-at-Large may request that his/her name be removed from the list at any time. All other folk who wish to be listed with the College of Heralds as a Herald-at-Large should see the Triskele Herald.
G. Additionally the College of Herald's shall meet twice yearly (January and July) for training and dissemination of information related to the college, deputies and local heralds.
H. Reports due to the SCA College of Arms.
1. The Triskele Herald shall provide quarterly reports and an annual report to the Laurel Sovereign as per the CoA Administrative Handbook (Section X).
2. The Lymphad shall submit name and device submissions to the Laurel Sovereign of Arms as per the CoA Administrative Handbook. (Section V)
3. The Lymphad may provide commentary on all External Letters of Intent as per the CoA Administrative Handbook (Section VII)
4. The Lymphad shall provide Letters of Response to commentary received against the Trimarian LoIs.
5. The Ensign and Archive heralds submit commentary on the External Letters of Intent to the Laurel Sovereign of Arms as per the CoA Administrative Handbook. (Section VII)
I. Warranting. All heralds of the College shall be warranted by joint warrant of their Majesties, Trimaris and the Triskele Herald. The warranting shall be done by roster, signed by the Crown and the Triskele Herald. Said Roster Warrant will be kept on file in the Triskele’s files. An individual warrant signed and sealed by the Triskele may, upon the request of any officer, be provided to that officer. There are two types of warrant that will be issued.
1. Permanent Warrant - Local heralds who have passed the Pursuivant Test and the CoH deputies shall receive a permanent warrant with a term of twelve months.
2. Temporary Warrant - Local heralds who have not passed the appropriate Pursuivant's Test shall receive a temporary warrant with a term of three months. There is no limit to the number of times this warrant may be renewed.
J. Internal Processes. Except for the reporting requirements called out in this document and the procedures defined within Corpora and the CoA Administrative Handbook, all procedures used by members of the Trimarian College of Heralds shall be determined by the deputy/officer in charge. Such processes are subject to review and approval by the Triskele Principal Herald. Documenting of such processes is encouraged.
II. Reporting
A. Local and Regional Herald’s Monthly Reporting. The report shall include the following information:
· Date of the report.
· Name of the local group. (i.e. Wyvernwood, Ruins, Southern Region, etc.)
· The reporting herald's name. (Both SCA and Legal.)
· A list of all submissions sent to Lymphad, including the submitter's name (both SCA and legal) and what type of submission it was (i.e. Name, Badge, etc.).
· A list of all currently pending (at Lymphad or Laurel) submissions.
· A list of submissions listed on the latest LoAR. (If the data is available to the local office.)
· A list of all awards received by the local members that month.
· A list of all heraldic activities performed during the month. (i.e. Herald's Meetings, served as Court Herald at an event, site herald, etc.)
· Special information as requested by the Triskele Herald.
· Other information the Local wishes to pass on to the Triskele.
B. Deputies Quarterly Reporting. The information included in the deputies reports varies by the office but all reports shall contain as a minimum the date of the report, the deputies name (SCA and Legal), address (postal and e-mail), and phone number. Below is defined the additional reporting requirements for each deputy:
1. The Jack Herald shall provide a quarterly status on all assigned tasks. Specifics to be reported shall be worked out on a case-by-case basis.
2. Due to the nature of the Seacat Herald’s job, Seacat is not required to submit a quarterly report to Triskele.
3. The Lymphad Herald shall provide a report listing the following items for the previous quarter:
· Total number of items, by type, submitted to Lymphad.
· Total number of submissions, by type, pending at Lymphad.
· Total number of submission, by type, that were returned by Lymphad.
· Total number, and dates, of Submission Packages sent to Laurel.
· Total number of submissions included in those packages.
· Total fees collected. (Submission fees.)
· Total fees expended. (Office, copy, postage, and submission expenses.)
4. The Sextant Herald shall provide a report listing the following items for the previous quarter:
· List all Court Reports submitted.
· Total expenses. (Copying, office supplies, postage, etc.)
5. Chart Signet shall provide a report listing the following items for the previous quarter:
· Number of scrolls, by award, on hand.
· Number of scrolls, by award, provided to the Crown.
· Total expenses. (Office supplies, postage, etc.)
6. Barque Signet shall provide a report listing the following items for the previous quarter: